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Academic Support

Data Collection and Evaluation

Since FY04, the Department of Elementary and Secondary Education has used an online data "application" system through our security portal to collect student data information about our state-funded Academic Support grant programs with fund codes 596/597, 594/624, 619/592, and 632/625. Application in this sense means a web-based tool that allows districts and other organizations to view and update information about students who are eligible to receive services through state-funded Academic Support grants. While this online application is more user-friendly for most districts, the Department also allows districts the option of downloading a prescribed excel template, completing required data elements and then uploading the revised excel file into the portal. This entire process is designed to make it easier for grantees to submit required information, to have the shared information be secure from outsiders, and to help the Department more efficiently and effectively collect and analyze data. Grantee-specific information can only be viewed and submitted by grantees during identified time windows, as outlined below.

I. All Academic Support Programs

Data Collection Timeline (For FY16)
for Fund Codes 596/597, 594/624, 619/592, and 632/625

Fiscal Year 2015-2016 (FY16): September 2015–August 2016:

School Year
2015-2016
(FY 16)

FY16 Data Submission Instructions (School Year & Summer) Download PDF DocumentDownload PDF Document
size: 1.14 MB
  Download MS WORD DocumentDownload MS WORD Document
size: 2.47 MB

Due Date: July 29, 2016
for Fund Codes: 596, 594, 619, and 632

For participating 11th and 12th grade students and post-12th graders, the number of hours served must be entered according to the session in which a student was served, based on the MCAS retest and corresponding months preceding it. For example, if a student was served in preparation for the November retest, his/her hours should be entered under the fall session.

For participating 9th/10th grade students (and 8th for FC 619 and 632): The number of hours served must be entered by the corresponding months the student participated [e.g., A 10th grade student served Sept - May in preparation for their spring 10th grade MCAS should have hours divided into three time frames and the corresponding amounts should be entered in the fall, winter, and spring sessions, respectively].

Fall (F) = Sept. 2015 – Nov. 2015
Winter (W) = Jan. 2016 – March 2016
Spring (S) = April 2016 – June 2016

Narrative Evaluations* are also due for Fund Codes:

  • 596 (to be posted later this year);
  • 594 Download PDF Document  Download MS WORD Document (along with FC 594 Student Outcomes Reports Download PDF Document  Download MS EXCEL Document); and
  • 632 (see the Word or PDF guidelines Download PDF Document  Download MS WORD Document for instructions, and submit the information online).
  • Note: Fund Code 619 and 592 evaluations are combined and not due until the end of September (see box below for more details).
Summer
2016

FY16 Data Submission Instructions (School Year & Summer)

Due Date: Sept. 30, 2016
for Fund Codes: 597, 624, 625, and 592

Summer 2016 = July – Aug. 2016

Narrative Evaluations* are also due for Fund Codes:

  • 597 (to be posted later this year);
  • 619/592 (see the Word or PDF guidelines Download PDF Document  Download MS WORD Document for instructions, and submit the information online);
  • 624 Download PDF Document  Download MS WORD Document (along with FC 624 Student Outcomes Reports Download PDF Document  Download MS EXCEL Document); and
  • 625 See the Word or PDF guidelines Download PDF Document  Download MS WORD Document for instructions, and submit the information online.


*II Narrative Evaluations (and Pathways Data Report) Submission Instructions:

In addition to submitting the end of program individual student data via the security portal, please be sure to complete the evaluation narrative. Save it as "FY16_FundCode_Eval_4 digit ESE Code for District/Org. (if known)_District/OrganizationName" (e.g., "632_FY16_Eval_0010_Arlington") and send it via email to AcSupport@doe.mass.edu. For Student Outcomes Reports (FC 594/624) just replace the "Eval" with "DataRpt" in the document name. (Note: Please do not mail a hard copy of these documents unless necessary. If you have hard copy attachments that you would like to include (news clippings, etc.), please make a note of them in your narrative evaluation and mail to: Allison Smith, Education and Data Specialist, Massachusetts Department of Elementary and Secondary Education; 75 Pleasant Street; Malden, MA 02148.)

III. Contact Information

For Academic Support Data Assistance contact Allison Smith, Education and Data Specialist, via email: ACSupport@doe.mass.edu or phone: 781-338-3232



Last Updated: May 25, 2016
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